Adult Education Office Manager

CCS Spokane • Spokane, WA

1d • Onsite

About The Position

Under general direction of the Dean of Adult Education, this position performs administrative duties, provides administrative support, represents the Adult Education division, and provides counsel and direction on behalf of the dean to department chairs, faculty, college administration, staff and students with little or no supervision. The Office Manager is responsible for planning, organizing, assigning, and supervising varied and extensive processes related to divisional needs and facilitating the flow of office work between the dean, department faculty, and support staff. Responsibilities include assisting in the development of class schedules, assist in budget planning and development, expenditure control, records management, report preparation, public relations, and personnel administration. This position supervises office support staff and provides support for approximately 120 faculty and staff of the Adult Education (AE) division.

Requirements

• Associate degree or higher from an accredited institution. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.
• Experience in office management and supervision.
• Proficiency with Microsoft Office programs and other current technology and integrating it into an office environment.
• Ability to establish and maintain effective working relationships throughout the organization.
• Excellent communication skills both orally and in writing.
• Excellent project management and organizational skills.
• Excellent interpersonal skills—the ability to create an effective working environment through positive interaction, clear communication, and recognition of the value of each individual.
• Ability and willingness to give and take direction.
• Ability to make independent decisions in the absence of the dean.
• Ability to understand, track, and monitor budgets.
• Ability to represent the dean and department in a professional manner.
• Ability to handle multiple deadlines and priorities in an executive setting.
• Ability to record, transcribe, edit and distribute meeting minutes.
• Ability to coordinate schedules and manage space under limited supervision
• Ability to work independently and prioritize tasks.
• Ability to maintain a high level of workplace confidentiality.

Nice To Haves

• Bachelor’s degree or higher from an accredited institution.
• One or more years of supervisory experience involving responsibility for planning, organizing and coordinating work in an office.
• Experienced in records management.
• Experience working in a higher education environment.
• Familiarity with PeopleSoft (ctcLink)
• Familiarity with state purchase card system.

Responsibilities

• Serve as the confidential assistant to the Dean of Adult Education.
• Provide administrative support to the dean including but not limited to: coordinate office operations, monitor administrative deadlines, keep supervisor’s calendar, make travel arrangements, screen, prioritize, and distribute mail, screen calls and visitors, maintain records.
• Provide administrative support for the division including but not limited to coordinating and scheduling events and division meetings, making room reservations, developing agendas, taking meeting minutes, monitoring purchase orders, preparing reports, budgets, contracts, and/or grant proposals, maintaining and updating the division organizational chart and working on division projects and presentations as assigned.
• Perform additional duties as delegated by the dean, track leave requests and facilitate approvals, monitor and maintain division absence calendar.
• Organize, implement and supervise the construction of classes and class schedule maintenance.
• Establish class scheduling and contract generation timelines and calendar and distribute information to affected team members.
• Prepare and review faculty overload and adjunct contracts for quality control, including checking budgets and amounts in alignment with district policies and procedures.
• Oversee the coordination and compilation of student evaluations of faculty for the tenure review process, post-tenure evaluation and adjunct faculty.
• Review, evaluate and administer the process of tracking faculty and staff evaluation deadlines while adhering to the collective bargaining agreements.
• Participate in department, division and college committee meetings as requested by the dean.
• Interpret, counsel and implement institutional policies for employees of the division, students and other college personnel.
• Oversee purchase and travel card accounts following district policies and procedures for issuing cards, making purchases and reconciling card statements.
• Design office space and determine the need for office equipment, furniture and supplies as well as coordinate their purchasing and maintenance for the division.
• Assign room usage and coordinate access, ensuring rooms and equipment are secure at all times.
• Supervise classified, part-time hourly and work study students (train, schedule, evaluate, discipline and respond to grievances).
• Adhere to classified contracts and all district rules and regulations ensuring efficient operations.
• Inform and educate staff about behavior and performance expectations, provide timely and accurate feedback regarding performance, and ensure performance and behavioral problems are corrected promptly and effectively.
• Monitor budgets as applicable, ensuring fiscal responsibility of budgets, informing the dean or individual managers of budget status.
• Assist in developing new budgets.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policy, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.
• Support and advance the Spokane Colleges strategic plan, and perform other duties as assigned.

Benefits

• Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board
• WA State Retirement Plan
• vacation and sick leave begin to accrue at the rate of one (1) day per month, upon employment.
• This position is designated a bargaining unit position and union membership is not a condition of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees